Event Management Best Practices for Success
Learn the keys to successful event management, from meet preparation and administrative team coordination to check-in procedures. Discover essential tips such as reviewing meet announcements, preliminary seeding calculations, and overseeing volunteers effectively. Elevate your event management skills for seamless execution and successful outcomes.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
ADMINISTRATIVE REFEREE OCTOBER 13, 2018
THE KEYS TO SUCCESS Meet Announcement Preparation Organization A Game Plan Prioritization & Efficiency Consistency Be Calm, Professional and Smile!
MEET ANNOUNCEMENT The rules that govern the meet are found in the meet announcement Section 4 of the Rules and Regulations outlines rules for preliminary and finals Age Group Meets Section 5 of the Rules and Regulations outlines the rules for preliminary and finals Senior Meets Ask the meet referee if you can review the meet announcement prior to sanctioning. Be his/her second pair of eyes Read and Highlight all important information
PRE MEET PREPARATION Discuss protocols with meet referee Make a Game Plan Conference call with Admin Team Communicate Prepare Binders Gather Supplies Review the Rules
OFFICE Corner Packet Colorado Deck Ref* Starter OOF CJ Admin* Evaluator Assist Lead Admin as necessary Double check seeding Review preliminary & final results Help with no-shows Work with runners Build daily binder Daily Binder Scratch Sheet from check-in Seeded Prelims Prelim Results Scratch Paperwork Seeded Finals Results Swim offs as necessary Daily Binder becomes the Final Binder Work with Meet Director or Pacific staff
CHECK-IN Train and supervise check-in Volunteers Mark check-in sheets with exceptions/issues Close and Seed preliminary events Process no-shows Monitor timeline Distance check-in High School Athletes
REVIEW PRELIMINARY SEEDING Calculate the number of preliminary heats after scratches For Example: If you have 80 entries 9 scratches there will be 8 heats (6 full heats, 1@8 and 1@3) in an 10 lane pool Heats 8 # Entered 80 Full 6 # Scratched 9 Partial 1@8 # Seeded 71 Partial @3 1@3 If you have 144 entries and 13 scratches, how many preliminary heats should there be in a 10 lane pool: 14 Total Heats 12 Full, 1@8 and 1@3
INTERMEDIARY Work with timing operator Review heat results The Packet Resolve timing issues quickly, Colorado Admin Deck Referee OOF CT Heat Results Lane Timers Track all DQs, DFS, NS and changes Close each event with Deck Referee Prepare packets for office DQ Log and radio protocol as necessary
SCRATCH BOOK Process scratches Work with announcer and runners Notify coaches if their athlete has scratched into a final Close events after the 30 minute period Keep track of intents Proof finals heat sheet prior to printing Prepare binder for Finals
LEAD ADMIN Everything mentioned earlier plus Follow Meet Protocols established with Meet Referee Work with Meet Director and/or Pacific Staff (FW) Work with computer operator Time Verification/Proof of time Coach Assignment Make a plan but be flexible Review results Prioritize work flow
BE CALM, PROFESSIONAL AND SMILE!
NATIONAL DECK Scratch Cards & Scratch Box The Administrative Referee tasks are a little different on the National Deck. The next days events are seeded the night before More Binders with more information Technical meeting Closing events for seeding includes math! Sectionals Positive check in folders (distance and Relays) Zone Championships Timelines Pro Series, Tv deadlines Juniors and Nationals
Keeping Paperwork Organized A FINALS SCRATCH LOG CAN BE USED TO HELP KEEP THE SCRATCH BOOK PROCESS ORGANIZED. AN ANNOUNCER S LOG SHOULD BE USED TO TRACK EVENTS THAT HAVE BEEN ANNOUNCED AND RETURNED TO THE ADMIN FINALS SCRATCH LOG Time Announced MIN Close Announcer Event # 30 Time Closed Last Intent # of Given to Computer Person Blessed Finals Posted Scratche s Event Event Name Time Announced Returned to Admin 25 Woman's 200 Butterfly 26 Men's 200 Butterfly 27 Woman's 100 Freestyle 28 Men's 100 Freestyle Woman's 200 Butterfly Men's 200 Butterfly Woman's 100 Freestyle Woman's 100 Breaststroke Men's 100 Breaststroke Woman's 500 Freestyle Men's 500 Freestyle 25 26 29 Woman's 100 Breaststroke 30 Men's 100 Breaststroke 31 Woman's 500 Freestyle 32 Men's 500 Freestyle 27 29 30 31 32
STAMP SAMPLES Additional stamps include: Prelims Post, Positions (DR, OOF, Colorado), Results
RESOURCES Seeding Rules: USAS Rulebook 2017.11.7 Proof of Time: USAS Rule Book 207.7 Forms: *Can be found on USAS and/or Pacific websites DQ Log* Finals Event Scratch * No Show from Final Event * High School Season un-attach Finals Scratch and Announcer s Log Relay Early Take Off (master copy)* Computer Change* Count Sheets (Distance events)* Coach Sign in* Membership and Transfer*
